Administrative Assistant

Administrative Assistant

Mental Health Outpatient Clinic

The Administrative Assistant serves as the first point of contact for patients and plays a vital role in ensuring the clinic operates efficiently, professionally, and with a high standard of care. This position supports clinicians and leadership through appointment management, patient coordination, billing support, and exceptional customer service.

Core Responsibilities

1. Appointment & Scheduling Management

• Schedule, confirm, and reschedule patient appointments in the electronic health record (EHR) system
• Maintain accurate clinician calendars and manage schedule adjustments
• Monitor cancellations, no-shows, and waitlists
• Coordinate new patient intake appointments and follow-ups
• Ensure appropriate appointment types are scheduled based on clinical services

2. Patient Coordination

• Serve as the primary contact for patients via phone, email, and in person
• Provide clear information regarding services, policies, and procedures
• Collect and verify demographic, insurance, and intake documentation
• Coordinate communication between patients and clinicians as appropriate
• Support referral processing and continuity of care

3. Billing & Insurance Support

• Verify insurance eligibility and benefits
• Collect copays and outstanding balances
• Submit or assist with claim entry and payment posting (as applicable)
• Maintain accurate billing records and communicate patient financial responsibility clearly and professionally
• Assist with resolving simple billing inquiries

4. Phone & Communication Management

• Answer and route incoming calls in a timely, professional manner
• Respond to voicemails and electronic inquiries promptly
• Maintain confidentiality and HIPAA compliance in all communications
• Escalate urgent or clinical matters to appropriate staff

5. Customer Service & Front Office Experience

• Create a welcoming, calm, and professional environment for patients
• Manage check-in and check-out procedures
• Ensure the waiting area remains organized and comfortable
• Address concerns with empathy, professionalism, and problem-solving skills
• Represent the clinic’s values and culture consistently

6. Administrative & Operational Support

• Maintain organized patient records and documentation
• Assist with office supply inventory and ordering
• Support leadership with reports, tracking, or administrative projects
• Follow clinic policies, procedures, and compliance standards

Key Competencies

• Strong organizational and time management skills
• Professional communication (written and verbal)
• Ability to manage sensitive situations with discretion and empathy
• Attention to detail and accuracy
• Working knowledge of medical scheduling and billing systems preferred
• Understanding of confidentiality and HIPAA regulations

Job Type: Full-time

Pay: $16.50 - $18.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Administrative: 1 year (Required)

Location:

• Bentonville, AR 72712 (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person